Understanding Sample Ballots: Production, Distribution, and Naming Process
"Explore the significance of sample ballots in elections, detailing how they are produced, distributed, and named. Discover their usage, importance for different elections, creators, and the methods of delivery to election administration systems. Learn about file naming conventions, ballot vendor involvement, transportation to the OSS, and codes for precincts and schools."
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Sample Ballots 2022 County Election Administration Training Conference
Sample ballots How are they used? For what elections? Who makes them? How do they get to OSS? How are files named? How long before they're available?
For what elections? Required for statewide elections Must be available 46 days before Available for other elections Useful to voters if not using Candidate Finder
Who makes them? Ballot Vendor County (self-programming)
How do they get to OSS? FTP Moves large amounts of data quickly Needs special software Send an email as well! Email Easier but size limits
Sending files Include in compressed folder (usually .zip) Can be useful to group County Ballot type Election Make any groupings clear in name County Name_BallotType_ElectionDate Examples: Anoka_Both_110816 Carver_UOCAVA_110816 Hennepin_Web_080817_revised
How are files named? My Ballot and SVRS rely on file name to match file with correct precinct/district The file name references different data: County Precinct School District Congressional District Party Ballot Type
Ballot File Naming aabbbbccccdef.pdf aa County ID bbbb Precinct cccc School District d Congressional District e Party f Ballot type
Precinct & School Codes Precinct code Usually is "normal" precinct For standalone school district elections, will use combination precinct code (starts with 8xxx or 9xxx) Find in Rosters in Election for Excel report School District Should always be included in standalone elections For statewide elections, only need if precinct is split
Congressional, Party & Ballot Codes Congressional District only on Federal ballots Party only used on PNP ballots Ballot Type U = UOCAVA only ballots W = Web sample only ballots B = Both (use same ballots for UOCAVA and Web) F = Federal ballots
Ballot File Name Examples 0100050000W.pdf Web sample ballot for all of Aitkin precinct in Aitkin County 02000000006F.pdf Federal-only ballot for CD 6 portion of Anoka County 8300050081B.pdf UOCAVA and Web sample ballot for ISD 81 portion of Adrian Twp precinct in Watonwan County 8700200000RU.pdf UOCAVA Republican PNP ballot for Echo precinct in Yellow Medicine County
Ballot Loading Usually loaded within 24 hours After loaded, will be available immediately Once loaded, will see link in UOCAVA Email delivery screen in SVRS
